Purchasing Office

EXCITING NEWS!
A new E-Procurement system is coming!

See more information and updates here!

Charter Bus Reservations

As of July 1, 2024, Fleet Services will no longer support Charter bookings. University departments should work directly with University preferred charter vendors to secure their charter reservations. To ensure availability, Departments should contact these vendors well in advance of their trip.

Departments should initiate charter bus arrangements directly with the below University-approved vendors as often as possible.  When booking with these vendors, no additional contracts should be required.  If the trip cost is in excess of $10,000, the University requisition process should be followed with a  requisition and vendor quote submitted through Sharepoint.  If under $10,000, no additional steps should be required.  Departments may sign small purchase vendor quotes ONLY for the below pre-approved vendors. 

If a Department cannot secure a reservation with a preferred vendor or if the reservation is cost prohibited, Departments may seek quotes from alternate vendors.  These quotes should also include proof of insurance.  Once an acceptable quote is received, Departments should submit the quote or contract and current certificate of insurance from the charter vendor to ISU Purchasing through Sharepoint no matter the dollar value. 

University-Approved Vendors

• Illinois Central School Bus 
• Peoria Charter 
• Signature Transportation  (may only be utilized for 56-passenger busses at this time)
• Timi's Tours 
• Windstar Lines 

If you still have additional questions about securing a charter reservation, check out the ISU Purchasing page for additional information.  Or, you may contact ISU Purchasing Office, (309) 438-1946.

Task Chairs

Ship To Codes

Ship To Codes are two-digit codes entered in the “Ship To” field in Colleague when submitting a requisition (REQM). This field will be printed on the purchase order for vendors to determine where invoices are delivered. All goods listed on a purchase order are delivered to Central Receiving. Only invoices will be sent to the location indicated by the Ship To code entered. Entering a Ship To code is beneficial because it provides vendors an address to issue invoices directly to your department without first needing to funnel through Purchasing. If you are looking for information on how to have goods delivered to a location other than Central Receiving, please contact Purchasing at  ISUPurchasing@ilstu.edu  with details for guidance.

A complete index of current Ship To codes is available in the   Ship to Codes.xlsx    document. If you represent a department that has a need for a new Ship To code or updates to the current Ship To codes listed, please complete this  form   . 

CURRENT/FORMER EMPLOYEES AS INDEPENDENT CONTRACTORS

Prior to engaging the services of a current or former employee as an independent contractor, the department(s) contracting for services must assess the relationship with the individual providing such services to ensure that they are properly classified as an independent contractor. Resources to assist in making the appropriate determination may be located on the University Payroll Office Employee Determination website .

As part of the assessment process, the department(s) contracting for the services to the University need to obtain the Dean/Director’s approval from both the contracting department and the employing or formerly employing department. These approvals are now part of a Kuali workflow process. Once the appropriate approvals have been received, the Director of Purchasing must sign the agreement regardless of dollar amount.

Given the characterization of a person as an independent contractor or as employee has important tax and non‐tax consequences to both the University and the individual, the Office of the Vice President of Finance and Planning or its designee, University Comptroller’s Office, reserves the right to reclassify the designations as deemed appropriate.

Important Note: Failure to obtain an approved conflict of interest review prior to services beginning or an agreement being signed is a violation of University policy; resulting in reporting of the violation and needing approval from the President to pay the individual.

Amazon Business Prime

The University now has a single Amazon Business Prime account for the entirety of campus.  If you have completed the account setup with the launch of this program you can access your account through the following link:  Centralized ISU Amazon Business Prime.  For those that need to set up or transfer their account, contact   Rebecca Grider   by email at rmcarls1@ilstu.edu. If you intend to make purchases over $1,000.00, please provide your budget officer's information, as those purchases will need their approval.

**NEW** Requisition Threshold Increased to $10,000

Starting 7/1/22 the requisition threshold is increased to $10,000. NOTE: All vendor contracts must be reviewed and signed by Purchasing regardless of dollar amount and can be submitted through the Sharepoint Intake Portal. The only exception to this is when departments utilize a standard University agreement such as the Agreement for Services.

Small Purchase Procedures (Updated)

Starting July 1, 2020 all small purchases over $20,000 willrequire 3 or more quotes submitted along with the requisition (including at least one quote from a certified diverse vendor)

The Chief Procurement Office of Higher Education has established rules regarding purchases over $20,000 and under bid level ($100,000 for most types of procurements):

Rule 4.2020 - Purchases over $20,000 - quotes must be sought from multiple vendors, be in writing, promote small and diverse businesses, and be maintained in the procurement file.

View the new requirements

Spring Procurement/Comptroller Training Slides

Due the stay-at-home directive from the governor, there will be no face-to-face training presentation this year. However, the presentation slides are available for you as a resource and have been updated accordingly.

New and significant changes have been highlighted in a blue font throughout the slides. These include topics such as:

• P-Card Review: New Orientation Requirements
• Office Depot: Order Approval Changes
• Business Enterprise Program (BEP): Information on the Diverse Vendor Program
• State/Cooperative/Cooperative Resources: Link to Available State Contracts
• Agreement for Services: New Force Majeure Language
• Voucher Process:Guidance on Voucher Expectations
• Fiscal Year-End Guidelines: Late Requisition Submission Requirements

View Training Slides

SharePoint Requisition Intake System

Reminder: The SharePoint requisition intake system is the only acceptable method to submit requisition documentation, contracts under $10,000, and Budget Officer approvals to the Purchasing Department. Please note that this does not replace the need to create a requisition in Colleague/Datatel, but it is a uniform way to submit backup documentation, provide crucial information to the Purchasing Office, and allows for Budget Officer approval through the SharePoint system instead of in Colleague/Datatel.

Training sessions for this new submission process and on how to best utilize the Purchasing SharePoint Dashboard will be available monthly.

You can register for one of the training sessions at the Purchasing website, or here is the link.